Privacy Policy - Website Design & Hosting Lymington

New Forest Online Limited respects your privacy and is committed to protecting your personal data. This Privacy Policy (together with our Terms and Condition and any other documents referred to on our website www.newforestonline.biz ) sets out the basis of how we look after your personal data when you visit our website (regardless of where you visit it from) and tells you about your privacy rights and how the law protects you. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Who are we?

The website is operated by New Forest Online Limited, a company registered in England under 12289524, whose registered address is 36 St Thomas Street, Lymington, Hampshire, SO41 9NE and whose main trading address is Suite 2, 35B High Street, Lymington, Hampshire, SO419AF. Our VAT number is GB 335 9893 51; (collectively referred to as “we”, “us” or “our” in this Privacy Policy). You can contact us at the postal or email address that can be found below on this page.

Purpose of this Privacy Policy

This Privacy Policy aims to give you information on how we collect and processes your personal data through your use of the website, including any data you may provide through the website when you purchase a product or service, create and account, sign up to our newsletter or take part in a competition.

The website is not intended for children, and we do not knowingly collect data relating to children. This Privacy Policy supplements any other policies and is not intended to override them.

The collection and use of your personal data, and its associated impact on your privacy is protected by Data Protection Legislation. Data Protection Legislation means; the Data Protection Act 2018 (“DPA”) and (i) unless and until the General Data Protection Regulation ((EU) 2016/679) (“GDPR”) is no longer directly applicable in the UK, and any national implementing laws, regulations, and secondary legislation, as amended or updated from time to time, in the UK and then (ii) any successor legislation to the GDPR or the DPA and sets out the rules about the collection and use of your personal data.

Data Controller

We are the data controller and responsible for your personal data we collect. We are registered with the United Kingdom’s Information Commissioner’s Office (The “ICO”) under the registration number ZA935807. We have appointed a data protection manager who is responsible for overseeing questions in relation to this Privacy Policy and the collection of your personal data. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact the manager using the details set out below:

Data Protection Manager
New Forest Online Limited
Suite 2, 35B High Street,
Lymington,
Hampshire,
SO419AF, England
email: data@newforest-online.co.uk

Complaints

You have the right to make a complaint in relation to the use of your personal data by us, at any time to the Information Commissioner’s Office (“ICO”), (the UK supervisory authority for data protection issues). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance via email or using the address provided above.

Changes to the Privacy Policy and your duty to inform us of changes.

This version was last updated in January 2024. Please check back regularly on this Privacy Policy to be updated of any changes.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

The website may include links to external third-party websites. We do not endorse any of the external third-party websites. Third-party external links from the website are always opened in a separate browser window or tab which transfers you to the external website in a different browser session. We do not control those third-party websites and are not liable for their privacy policies and clicking on the links and/or enabling those external browser sessions, may allow third parties to collect or share data about you. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Information we collect from you.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We do not collect any Special Categories of personal data about you (this includes; details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about your criminal convictions and offences.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

Identity Data which can include: first name, maiden name, last name, username, or similar identifier.
Contact Data which can include correspondence address, billing address, delivery address, email address and telephone numbers. We use www.invoco.net for our telephone service, whose privacy policy is here www.invoco.net/privacy-policy/
Financial Data which can include bank account and payment card details that will be collected by our third-party payment provider Stripe www.stripe.com/gb, whose privacy policy is here www.stripe.com/gb/privacy.
Transaction Data which can include details about payments to and from you (which will also be collected by Stripe and Xero www.xero.com/uk/ whose privacy policy is here www.xero.com/uk/legal/privacy/ and other details of products and services you have purchased from us.
Technical Data which can include internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
Profile Data which can include your username and password, purchases or orders made by you, your interests, preferences, feedback, and survey responses.
Usage Data which can include information about how you use our website, products, and services.
Marketing and Communications Data which can include your preferences in receiving marketing from us and our third parties and your communication preferences which will be collected by Mailchimp www.mailchimp.com whose privacy policy is here www.mailchimp.com/gdpr/.
Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our goods or services). In this case, we may have to cancel a product or service you have with us, but we will notify you in writing if this is the case, at the time.

How is your personal data collected?

We use different methods to collect data from and about you including through:

Direct interactions : You may give us your personal data by:

filling in forms on newforestonline.biz (our website);
by corresponding with us by telephone (which may be recorded for training and marketing purposes), email or otherwise;
This includes personal data you provide when you: purchase our products or services;
give us feedback;
register to use our website;
create an account on our website;
subscribe to our services or publications;
request marketing to be sent to you;
participate in discussion boards or other social media functions on our website or on social media sites;
enter a competition, promotion, or survey; and
when you report a problem with our website or our services.

The information you give us may include your name, address, e-mail address and telephone number, financial and credit card information, and/or information to assist in the detection of fraud or other abuses.

Automated technologies or interactions: As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using “Cookies” and other similar technologies. For detailed information on the Cookies, we use and the purposes for which we use them see our Cookie policy below.

Third parties or publicly available sources:

We may receive personal and/or Technical Data and/or Transactional Data about you from various third parties and public sources as set out below:

Public sources: such as Companies House and/or the Electoral Register, based inside the EU, which are necessary for our legitimate interests (e.g.: for network security, to prevent fraud and/or to comply with a legal obligation);
Analytics providers such as: Google whose privacy policy is here www.policies.google.com/privacy, based outside the EU; and
Search information providers: such as Google based outside the EU.

Submitting your personal data

This section refers to submitting an enquiry, subscribing to our newsletter, or filling out a complete a survey or competition, online, over email or over the telephone.

When you fill out our forms, we ask for consent of collection, recording and accessing your personal data through your agreement to this Privacy Policy.

By submitting a query or requesting information, we will respond to you via the personal data you have provided. We may send you follow-up emails to ensure that we have satisfied your reason for enquiring.

HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Performance of a Contract. Where we need to perform a contract with you, we are about to enter into or have entered into a contract with you for our products and/or services. This means processing your data where it is necessary for the performance of a contract to which you are a party.
Necessary for our Legitimate Interests (or those of a third party) and your interests and fundamental rights do not override those interests. “Legitimate Interest” means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Where we need to comply with a Legal or Regulatory Obligation . This means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us at any time via email or using the address at the top of this Privacy Policy.

Purposes for which we will use your personal data.

Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract, we are about to enter into or have entered into with you;
Where it is necessary for our Legitimate Interests (or those of a third party) and your interests and fundamental rights do not override those interests;
Where we need to comply with a legal obligation and enforce our legal rights;
Send you marketing communications (depending on your preferences);
Provide customer support to you;
Analyse how our service is being used for troubleshooting and improvements;
Communicate with you; and
Collect debts, prevent fraud, and protect the integrity of our services.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us via email or using the address at the top of this Privacy Policy, if you need details about the specific legal ground we are relying on to process your personal data.

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To register you as a new customer

a) Identity Data

b) Contact Data

(a)Performance of a contract with you

To process and deliver your contract, including to:

1. Manage payments, fees, and charges

2. Collect and recover money owed to us

a) Identity Data

b) Contact Data

c) Financial Data

d) Transaction Data

e) Marketing & Communications Data

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (e.g.: to recover debts due to us)

To manage our relationship with you which will include:

1. Notifying you about changes to our terms or Privacy Policy

2. Asking you to leave a review or take a survey

a) Identity Data

b) Contact Data

c) Profile Data

d) Marketing & Communications Data

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

To enable you to partake in a prize draw, competition or complete a survey

a) Identity Data

b) Contact Data

c) Profile Data

d) Usage Data

e) Marketing & Communications Data

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (e.g.: to study how customers use our products/services)

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

a) Identity Data

b) Contact Data

c) Technical Data

(a) Necessary for our legitimate interests (e.g.: for provision of IT services, network security and to prevent fraud)

(b) Necessary to comply with a legal obligation

To deliver relevant website content and/or advertisements to you and measure or understand the effectiveness of the content we serve to you

a) Identity Data

b) Contact Data

c) Technical Data

d) Profile Data

e) Usage Data

f) Marketing & Communications Data

(a) Necessary for our legitimate interests (e.g.: to develop our products/services, to grow our business and to inform our marketing strategy)

To use data analytics to improve our website, products/services, marketing, customer relationships and experiences

a) Usage Data

b) Technical Data

(a) Necessary for our legitimate interests (e.g.: to define types of customers for our products and services and to keep our website updated and relevant)

To make suggestions and recommendations to you about goods or services that may be of interest to you

a) Identity Data

b) Contact Data

c) Technical Data

d) Profile Data

e) Usage Data

f) Marketing & Communications Data

(a) Necessary for our legitimate interests (e.g.: to develop our products/services and grow our business)

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another legitimate reason as listed above. If you wish to receive an explanation as to how we process your personal data , please contact us via email or using the address at the top of this Privacy Policy.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, where we have a legal or regulatory obligation.

Disclosure of personal data

We may have to share your personal data with the parties set out below for the purposes set out in the table above.

Internal Third Parties

Other companies that at any time and are acting as joint controllers or data processors and who are based in the United Kingdom and provide IT and system administration services and undertake reporting. This includes our subsidiaries, our ultimate holding company, and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006, should such exist.

External Third Parties

I.T Service providers www.cloudspaceuk.co.uk (whose privacy policy is www.cloudspaceuk.co.uk/privacy-policy) acting as data processors or joint data processors based in the United Kingdom who provide us with I.T and system administration services.
Professional advisers acting as data processors including our legal advisers, accountants, auditors, and insurers based in the United Kingdom who provide accounting pyatt.co.uk, consultancy, banking, legal, insurance www.hiscox.co.uk (whose privacy policy is www.hiscox.co.uk/cookies-privacy )and accounting services.
HM Revenue & Customs, regulators and other authorities acting as data processors or joint data controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

Specific third parties including:

Business partners, suppliers, and sub-contractors for the performance of any contract we enter into with them or you for our products or services;
Advertisers and advertising networks that require the data to select and serve relevant adverts to you and others. We do not disclose information about identifiable individuals to our advertisers only Aggregated Data, but we will provide them with aggregate information about our users (for example, we may inform them that 500 men aged under 30 have clicked on their advertisement on any given day). We may also use such aggregate information to help advertisers reach the kind of audience they want to target (for example, women in SW1). We may make use of the personal data we have collected from you to enable us to comply with our advertisers’ wishes by displaying their advertisement to that target audience;
Analytics and Search Engine providers that assist us in the improvement and optimisation of our website, such as Google;
Credit Reference Agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you;
Third parties: to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy; and
Legal Obligation: If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use or terms and conditions of supply and other agreements; or to protect the rights, property, or safety of New Forest Online Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. This includes staff engaged in, among other things, the provision of support services. Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it. We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.

Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.

Where we use providers based in the US, we may transfer the personal data to them on the strict conditions that they abide by Article 49 of GDPR and provide similar protection to data shared between UK and the US. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA, using contacting us at any time via email or using the address at the top of this Privacy Policy.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising:

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

Promotional offers from us

You may receive marketing communications from us if you have purchased goods or services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have opted in to receiving that marketing.

Third-party marketing

We use a third-party provider called Mailchimp for our marketing.

Opting out

You can opt-out of receiving any communication from us by selecting or the relevant boxes where provided on the Mailchimp website, clicking the “unsubscribe” option in the marketing correspondence with you or by contacting us at any time via email or using the address at the top of this Privacy Policy.

Where you opt out of receiving marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.

Cookies Policy

“Cookies” are data files that are placed on Your device or computer and often include an anonymous unique identifier. For more information about Cookies, and how to disable Cookies, visit http://www.allaboutcookies.org.

If you would prefer to restrict, block, or delete Cookies from our website, you can use your browser settings to refuse all or some browser Cookies. If you disable or refuse Cookies, please note that that this may limit the way you use our website and/or some parts of it may become inaccessible or not function properly. For example, you may have to continually re-enter usage preferences and contact details that would have ordinarily been stored in a Cookie.

For general information about Cookies, how behavioural advertising works, how to opt out and the steps you can take to protect your privacy on the internet, you can visit The Guide to Online Behavioural Advertising and Privacy a website that is operated by the Internet Advertising Bureau, the industry body for online advertising.

Particular Cookies are vital for the stability and functionality of our website, and we do not ask for your consent for these to be used on your internet browser. The Cookies we use, collect data from and analyse are detailed below:

Necessary: These Cookies are absolutely essential for our website to function properly. These Cookies ensure basic functionalities and security features of our website, anonymously.

Functional: These are the Cookies that help certain non-essential functionalities on our website. These functionalities include embedding content like videos or sharing content of the website on social media platforms.

Performance: These Cookies are used to understand and analyse the key performance indexes of our website which helps in delivering you a better user experience.

Analytics: These Cookies store information like the number of visitors to our website, the number of unique visitors, which pages of our Website have been visited, the source of the visit, etc. This data helps us understand and analyse how well our website performs and where it needs improvement.

Advertisement: These Cookies are used to personalise the advertisements that we show to you so that they are meaningful to you. These Cookies also help us keep track of the efficiency of these ad campaigns.

Other: Other uncategorised Cookies are those that are being analysed and have not been classified into a category yet.

The information stored in these Cookies may also be used by the third-party ad providers to show you ads on other websites on the browser as well.

COOKIES INFO

The cookies used on our website are grouped into the following categories.

[cookie_category]

Data security

Once we have received your personal data, we will use strict procedures and security features to prevent unauthorised access. All information you provide to us is stored on our secure servers based in the UK.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality and be bound by law.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Passwords

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. If you believe your password has been compromised please contact us immediately via email or using the address at the top of this Privacy Policy.

Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can request erasure of your personal data. See the section on your legal rights below for further details.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six (6) years after they cease being customers for tax purposes.

Our telephone third-parry operator www.invoco.net who monitor and record our telephone calls, keep all calls for approximately one (1) year from the date of recording, then delete them.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data. If you wish to exercise any of the rights set out below , please contact us via email or using the address at the top of this Privacy Policy.

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

Access to information

Your right of access to information can be exercised in accordance with the appropriate legislation enacted at the time of exercise. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you in writing and keep you updated.

How to submit a request

If you would like to exercise any of these rights, please submit your request by emailing us at data@newforest-online.co.uk

Changes to our Privacy Policy

Any changes we make to our Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our Privacy Policy.

Contact

Questions, comments, and requests regarding this Privacy Policy are welcomed and should be addressed via email or using the address at the top of this Privacy Policy.

GENERAL

You may not transfer any of your rights under this Privacy Policy to any other person. We may transfer our rights under this Privacy Policy, at our sole discretion, as set out in this Privacy Policy.

If any court or competent authority finds that any provision of this Privacy Policy (or part of any provision) is invalid, illegal, or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted or amended, and the validity and enforceability of the other provisions of this Privacy Policy will not be affected and remain valid and enforceable.

Nothing in this Privacy Policy is intended to, or shall be deemed to, establish any partnership, joint venture, or contract of employment between any of the parties.

Each party confirms it is acting on its own behalf and not for the benefit of any other person.
Unless otherwise agreed, no delay, act, or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

This Privacy Policy is governed by and interpreted according to the laws of England and Wales. All disputes arising under this Privacy Policy are subject to the exclusive jurisdiction of the English courts.